Commercial Administrator

ASM is looking to hire a versatile and highly organized Commercial Administrator to provide general administrative support and assists with client-related coordination, commercial documentation and related activities. The role involves supporting the
Administration/Secretariat function, assisting Vice Presidents with assigned client-related administrative requirements, coordinating with relevant departments, maintaining accurate records, following up on pending matters, and assisting with the preparation and management of commercial agreements and related documents.

Essential Criteria

• ADMINISTRATIVE & SECRETARIAT SUPPORT
  ➢ Provide general administrative support as required, including day-to-day administrative tasks and documentation.
  ➢ Prepare, organize, file and maintain accurate administrative and company records.
  ➢ Support the Administration/Secretariat function with administrative and documentation requirements.
  ➢ Assist with the preparation, circulation and coordination of documents between relevant parties.
  ➢ Follow up on pending documents, signatures, approvals and required information as instructed.
  ➢ Maintain appropriate filing systems, trackers and document version control.
  ➢ Handle confidential company and administrative information appropriately and perform other
  
• VICE PRESIDENT & CLIENT SUPPORT
  ➢ Provide administrative and coordination support to Vice Presidents in relation to assigned client related matters.
  ➢ Assist with routine client follow-ups regarding pending documents, requirements, information and action items, and maintain updated trackers and records.
  ➢ Assist with client-related documentation, onboarding requirements, and the circulation and completion of documents between relevant parties.
  ➢ Prepare updates and summaries on pending client-related matters for review by the relevant Vice President.
  ➢ Identify delays, missing information or outstanding matters and bring them to the attention of the relevant Vice President or responsible person.
  ➢ Draft, send and track professional client-related correspondence as instructed, ensuring accuracy, clarity and alignment with ASM communication standards.
  ➢ Maintain appropriate records of client-related communications, follow-ups and outstanding actions.
  ➢ Develop and maintain an understanding of assigned clients, contracts, requirements and relevant service arrangements.
  ➢ Identify client concerns, service gaps or recurring issues and bring them to the attention of the relevant Vice President or responsible person.
  ➢ Coordinate with relevant internal departments to ensure client requirements and agreed actions are completed within the required timelines.
  
• AGREEMENTS & DOCUMENTATION
  ➢ Assist with the preparation and drafting of commercial agreements and related documents, including AFSA, FSA, LA, MOUs, LOIs, Temporary MOUs, Temporary LOIs, Facilitation Agreements, Novation Agreements and NDAs, as instructed.
  ➢ Assist with the formatting, coordination and processing of commercial agreements and related documents.
  ➢ Coordinate the circulation of agreements to relevant parties for review, approval and signature, and follow up on pending signatures, approvals and required information.
  ➢ Maintain accurate and organized records of commercial agreements and related documentation, including proper filing and version control.
  ➢ Develop and maintain knowledge of the company’s documentation and agreement processes and perform other related duties as assigned.
  
• DEPARTMENTAL COORDINATION & FOLLOW-UP
  ➢ Coordinate with the VR and Fuel Supply teams on relevant administrative and documentation matters.
  ➢ Ensure relevant information and documents are communicated to the appropriate parties in a timely manner.
  ➢ Follow up on outstanding actions and escalate delays, missing information or issues requiring further attention to the appropriate person.
  ➢ Support effective coordination between Administration and other departments, while developing knowledge of the company’s administrative, client coordination and commercial processes.

Desirable Criteria

Personal Attributes

➢Good administrative and organizational skills.
➢ Good written and verbal communication skills.
➢ Good professional email writing and communication skills.
➢ Good attention to detail and accuracy.
➢ Proficiency in Microsoft Office applications.
➢ Ability to manage documents and maintain accurate records.
➢ Ability to maintain trackers and follow up on pending matters.
➢ Ability to coordinate with different departments and stakeholders.
➢ Willingness to learn and develop knowledge of administrative, client coordination and commercial processes.
➢ Ability to manage multiple tasks and priorities.
➢ Ability to meet deadlines and maintain consistent follow-up.
➢ Ability to work independently on routine tasks while seeking guidance when required.
➢ Ability to handle confidential information appropriately.
➢ Proficiency in CRM, document management, tracking and reporting systems.
➢ Proactive approach to coordination, follow-up and problem solving.